S&E and BMW Regional Operational Programmes 14 – 20 Training for Local Authorities involved in DUCGS projects, 21st April 2016 Procurement Vincent Dunphy Programme Executive, Financial Management & Control Southern Regional Assembly

Procurement Tendering process Planning public procurement process Decide public procurement process Prepare RFT Advertising in OJEU/eTenders Competitive process Evaluate tenders Standstill period Award the contract ( use correct format) Winner

Procurement Gives rise to intense scrutiny from Auditors (National & EU) Area in which most mistakes occur and financial corrections applied Methods used ( depending on size etc.) include Frameworks, Open or Restricted Requests for quotes/ e- tenders / OJEU LA’s as public bodies carrying out procurement, are subject to 2004 national guidelines or Corporate guidance if more restrictive.

Procurement For audit purposes the national guidelines are interpreted as rules and the basic requirements are as follows ( under EU thresholds) <€5,000 one verbal quote minimum €5,000 to €25,000 three written quotes sought. A competitive process would be the minimum expectation >€25,000 to the EU threshold E-tenders must be used ( for supplies & services) Failure to comply with own Corporate requirements, if stricter, would attract audit comment but not correction if national guidance is complied with. Corporate guidance should comply with national guidance

Procurement Thresholds (exclusive of VAT) above which advertising of contracts in the Official Journal of the EU is obligatory, applicable from 1 January 2016 :

Procurement MA advice would be to refrain, where possible, from using LA direct Labour – if claiming these staff costs then timesheets required where staff not engaged 100% on project Procured Contracts easier to audit Document every stage of whatever Procurement process is utilised – keep scanned copies of correspondence sent e.g. unsuccessful tenderers Verbal quotes – note time of phone call, who you spoke to and price

Procurement RFT’s – logos on adverts, all communications between LA and tenderers etc. – no logos means costs ineligible for co-funding Keep Schedule of Contracts updated and complete with each Grant request Make use of your Procurement Unit / Officer and heed their advice

Procurement- Advice / Contacts LA own Procurement Officer/ Unit NWRA : Brendan Mooney, Auditor Tel , Gerardine Lafferty, Assistant Staff Officer Tel , SRA :Vincent Dunphy, Programme Executive Tel , (Waterford & Cork Gateways, Mallow, Ennis &Wexford Hubs) Sonja Maurus, Programme Executive Tel , (Dublin & Limerick Gateways, Tralee & Kilkenny